Advice on integrated finance, HR and payroll systems

Tender description

Summary of the work (a) produce process maps for finance, HR and payroll systems, documenting how each system is used, and how and when data is transferred from one system to another, highlighting where integration would be useful; (b) propose options for integrated systems, taking into account the relatively small size of our organisation; Expected Contract Length 4 weeks Latest start date Friday 1 March 2019 Budget Range Max budget is £15k Why the Work is Being Done ORR currently uses separate finance, HR and payroll systems. The current contracts have varying end dates, from March 2019 (with the option to extend) to April 2020. Our current systems are: Finance: Sun Systems accounting system (version 6.1) (payment service outsourced to Liberata) Payroll: Star (outsourced to Liberata) HR: Sage (SnowdropKCS2011) (system provision only) Problem to Be Solved As there is a crossover between the data held on each system, we would like to look at what our current systems are used for, identify where integration would be useful, and identify what integrated systems we could investigate further, with the aim of making processes more efficient, in a cost-effective and proportionate way. Who Are the Users The systems are used by finance and HR colleagues in order to administer their respective functions in pay, finance and HR. Existing Team The successful supplier will work with the individuals who carry out finance, HR and payroll processes. The Finance team has 10 staff and the HR team has 9 staff (varying grades and roles). Current Phase Discovery Skills & Experience • Expertise in process mapping for finance, payroll and HR systems • Recent experience of integrating finance, payroll and HR systems in small organisations (<300 staff) • Can communicate effectively to engage the various stakeholders and users of the system in order to withdraw the necessary information • Must be able to complete the work by 07 April 2019 Nice to Haves • Previous experience of working with public sector organisations • Be able to complete the work by 31 March 2019 Work Location The team is located in the ORR head office at One Kemble Street, London, WC2B 4AN. Working Arrangments A mixture of on-site and off-site working. on-site working will be at One Kemble Street. Security Clearance Not applicable No. of Suppliers to Evaluate 4 Proposal Criteria • the proposed approach and methodology • Technical solution • Value for money Cultural Fit Criteria • Ability to work collaboratively with the project manager and team sharing knowledge and experience to ensure effective outcome. • Ability to take responsibility for work, resolving problems and being able to adapt quickly to any agreed changes. • Ability to work with Government, including stakeholders with low technical expertise. Payment Approach Fixed price Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Can the authority please confirm the IR35 status of this requirement. It is anticipated that the rules will not apply but this will need to be determined once the ‘worker’ status is known. 2. In your response to the IR35 status question you responded:"It is anticipated that the rules will not apply but this will need to be determined once the ‘worker’ status is known". Can you please clarify who will be responsible for determining the worker status, is this you as the client or the supplier. We as the Public Authority will determine the status. 3. Could you please clarify the timescales within the tendering process, as the start date is stated to be the very next day after the closing date? Apologies this was from an earlier draft of the requirements and should have been updated. The closing date is 28 Feb and we will then shortlist and seek written proposals which will then be subject to an evaluation. We hope to be in a position to award by 11 Mar 19 in order to complete the work (or as much as possible) by 31 Mar 19